Job Title: Administrative Assistant

Location: Hicksville, NY

Position Summary:

We are a small business seeking a highly motivated and organized Full Time Administrative Assistant to join our team. In this role, you will provide essential administrative support across various departments, including accounting, customer service, and warehouse. You will be responsible for a variety of tasks, including but not limited to:

Responsibilities:

Accounting:

Data entry in QuickBooks Online

Invoicing, AR & Collections- Generate & send invoices; monitor and manage A/R aging reports to ensure timely collections; follow up with customers on overdue accounts and document collection efforts.

Accounts payable (AP) processing- Process and enter vendor bills; monitor and manage A/P aging reports to ensure prompt and accurate payments

Process & Reconcile Vendor Invoices

Customer Service:

Answer phone calls and emails from customers

Resolve customer inquiries and complaints

Schedule Service Appts-routinely call clients to update service contracts

Shipping & Logistics:

Prepare Shipping Labels-U.S & Int’l

Service Dept Support:

Create and manage quotes

Proactively Call Service Clients for service renewals

Manage Service Schedule & Coordinate with Technicians

General Office Duties:

Maintain office supplies

Assist with other administrative tasks as needed

Qualifications:

3 years of experience in an office setting preferred

Proficiency in Microsoft Office Suite (Word, Excel, Outlook)

Hands on Experience with QuickBooks Online

Experience with HubSpot CRM a plus

Excellent communication and interpersonal skills

Strong organizational and time-management skills

Detail-oriented and accurate

Ability to work independently and as part of a team

Positive, enthusiastic attitude & good work ethics

H.S Diploma or higher